GUIDELINES FOR DEVELOPING AND MAINTAINING INSTITUTIONAL
REPOSITORIES
The Robert Gordon University
These guidelines are based on best practices in various countries, and are
relevant and applicable to any institution developing an Institutional Repository.
Best practices come from a benchmarking process. Benchmarking can be
defined as comparing and measuring policies, practices, philosophies, and
performance measures against those of high-calibre performing organizations or
services anywhere in the world. Benchmarking has several benefits:
 It supports a culture of change and of continuous improvement.
 It supports a learning organization.
 It helps to break established patterns of behaviour and thought that may no
longer be productive.
 It provides models for excellence.
Purpose of Institutional Repositories
Higher education institutions all over the world are experiencing the need to
manage their educational, research and associated assets more effectively and
transparently than in the past. Making research and scholarly outputs more
readily available will contribute to growth in the recognition of both scholars and
higher education institutions, and support the development of new and more
fertile relationships between academic staff and departments both nationally and
internationally, as well as stimulating economic and social development. Making
them available will also facilitate changes in teaching and learning, facilitating
the development of a pedagogical environment that is information-rich and
fosters the student-centred approaches to learning which are the key to success
in the Twenty-First Century ‘Information Society.’
Open access
Institutional Repositories are part of the ‘Open Access’ approach to publishing
that seeks to make scientific and scholarly research texts available online
through the World Wide Web without asking for any kind of royalty or payment:
“permitting any users to read, download, copy, distribute, print, search, or
link to the full texts of these articles, crawl them for indexing, pass them as
data to software, or use them for any other lawful purpose, without financial,
legal or technical barriers other than those inseparable from gaining access to
the internet itself. The only constraint on reproduction and distribution, and
the only role for copyright in this domain, should be to give authors control
over the integrity of their work and the right to be properly acknowledged and
cited.” (Budapest Open Access Initiative, 2001 [online]:
http://www.soros.org/openaccess/read.shtml)
The practice of self-archiving, where an author deposits a copy of an article in an
open website (while possibly continuing to publish in conventional journals) was
first established more than a decade ago. Primarily, this encompasses peerreviewed journal articles, but also includes un-reviewed papers that scholars
might wish to post online for comment or to alert colleagues immediately to
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important research findings. Increasingly, Institutional Repositories are being
developed to make possible more structured and comprehensive access to these
scholarly publications.
Open Access is particularly important for the less industrialised countries, and
especially those where English is not the major language. Printed journals
published in the less industrialised countries tend to suffer from irregular
publication, poor distribution, and limited national and international visibility.
The need for scientists and other scholars to publish their findings in journals
with a high impact (e.g. as recognised by ISI’s Citation Indexes) in order to gain
recognition may be constrained by the fact that very few non-English language
journals are indexed by ISI. This leads to a preference for publication in
international journals, which may not be accessible - for financial or linguistic
reasons – to the local academic and research communities. Research papers
made available through Repositories may have a higher national and global
impact than publication in a conventional printed indigenous journal.
Institutional Repositories
In the simplest terms, an Institutional Repository is an electronic archive of the
scientific and scholarly outputs of an institution, which have been stored in a
searchable digital format and which are able to be retrieved for later use
internally, nationally, and worldwide. A Repository supports mechanisms to
import, identify, store, preserve, retrieve, and export an institution’s digital
assets, usually in the form of web pages. It is a type of content management
system that holds the core intellectual assets of a university or college, and
enables them to be used in a flexible way to support a variety of business
processes. These intellectual assets include research and scholarly outputs, such
as journal articles and theses, but may also include teaching and learning
materials, presentations, research datasets, audiovisual records, and e-learning
objects.
Institutional Repositories enable the free sharing of information, encouraging
collaboration and the widespread communication of educational and research
activity. Much of the interest in Institutional Repositories to date has
concentrated on research outputs, because it is becoming important for
institutions to capture the results of research funded by public or charitable
organisations which increasingly require open publication as part of the
conditions attached to their research grants. However, they have also been
recognised as a valuable medium for promoting awareness of the research
outputs of institutions in countries where the indigenous publishing industry is
not sufficiently well established to ensure that its outputs reach an international
audience. Moreover, where content is managed in a way that makes access and
re-use easy, it also has a great potential to impact positively on the quality of the
learning experience.
Information strategy
For any higher education institution, an Institutional Repository should be an
important central element of an information strategy that encompasses and
integrates the development of its libraries, Virtual Learning Environment,
publishing programme, records and archives service, management information
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system, and communication network. The creation and effective organisation of
these systems and services requires significant high level planning and support,
as well as a good level of technical and managerial competence, supported by
appropriate staff training programmes.
There are tangible benefits for those institutions that can demonstrate effective
information strategies and develop and exploit systems for this purpose.
Repositories help institutions to develop coherent and coordinated approaches to
the capture and exploitation of their intellectual assets, using them for different
purposes, such as teaching a course via a Virtual Learning Environment (VLE), or
underpinning a website, as well as collating a university’s research outputs
across a particular subject area or period of time. Putting content into a digital
Repository enables institutions and their staff to manage it, and thus derive
maximum value from it. A managed approach to these assets enhances
opportunities for the efficient promotion and use of existing research outputs,
increases opportunities for improved learning experiences, and encourages
collaboration within and between different disciplines and groups nationally and
internationally. Institutional Repositories can also stimulate a culture change in
teaching and learning, as teachers could review how they use the stored material
to deliver their courses and focus on how to improve the students’ learning
experience.
In designing Institutional Repositories, a number of policy, technical, and
managerial issues need to be recognised and addressed in depth, including:
 Choice of software, including consideration of Open Source solutions, and
compliance with international protocols;
 Content acquisition and quality assurance;
 Intellectual Property Rights;
 Creation of metadata, and other approaches to raising the visibility of the
content;
 Managing a sustainable archive.
The institution’s library offers a unique blend of knowledge and skills in
collecting, organising, preserving and sharing information and in providing a
cross-institutional service. Whilst not the only staff of the institution that should
be involved in the development of a Repository, the library’s staff should be seen
to be playing a leading role, in collaboration with the academic departments and
the Information Technology service.
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Marketing and promotion
User awareness raising and motivation requires careful attention if new electronic
systems are to take off and achieve their potential among the user communities.
Getting content, persuading the academic community to contribute material, is
often the biggest problem faced by the developers of an Institutional Repository.
Significant and continuing advocacy is required to follow up any statement of
institutional policy.
Advocacy
In order to encourage staff to place their papers in the Repository, a mandate to
do so, issued by the University authorities is only a starting point. It is equally
important that staff should be made aware of the advantages of depositing
material in the Repository, and that could be reinforced by regularly making the
results of the Repository visible, for example through an analysis of the citation
of papers by the institution’s staff. Institutions should also seek to make the
process of depositing papers as simple and as compatible with existing practices
as possible.
Metadata creation
The creation of metadata, the records that act as proxies for the content of the
Institutional Repository, allows those holdings to be discovered. Different
metadata schemas may be appropriate for the different types of content in the
Repository, and rigour in their application is essential, but it is equally important
that the search engines or metadata harvesters should be made aware of the
existence of the Repository.
Quality assurance and enhancement
In conventional publishing the journal is often seen as a brand. In marketing, a
brand represents the sum of public perceptions of the quality of goods or
services. For the Institutional Repository, the creation of a brand identity may
be equally important. A simple initial approach may be to ensure that, wherever
possible, each item bears the institutional logo. The adoption of a house style for
the layout and typography of documents in the Repository may be another
approach. However, a particular challenge will be to establish a general
perception of the quality of the contents of the Repository. In conventional
journal publishing, this is achieved through the selection of an editor with a
recognised national or international status, through the standing of the members
of the editorial advisory board, and especially through the peer review
mechanism. However, selection of contents may conflict with an institutional
strategy that requires all staff outputs to be included, and this issue should be
resolved before the establishment of the Repository.
e-Marketing
e-Marketing is increasingly becoming the primary means of awareness building
and communication within the education market place. Complex international
and local markets have become increasing fragmented and flooded with
undifferentiated courses. e-Marketing facilitates cost-effective market entry,
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extended market reach, market segmentation and visibility of performance,
localisation of marketing campaigns and allows appropriate audiences to be
targeted and market fragmentation to be addressed.
Due to constraints of geography, market awareness, competitive market
environment, national and international institutional reputation, and institutional
expertise in e-marketing, most institutions need to follow criterion-based emarketing strategies. The logic is to pursue market driven opportunities that are
based on key processes and unique but relatively simple criteria. There are five
cost-effective, synergistic criterion-based strategies which can be applied in full
or in a systematic manner: customer-effective web development, search-engine
optimisation (SEO), search-engine registration, pay-per-click (PPC) advertising,
and email marketing. The inter-relationship of these strategies is outlined in
figure 1 below.
Over 90% of global search volume is generated from Google, Yahoo and
Inktomi. Google is an online reputation system (ORS) and has 35% market
share. The exact mechanism of how these ORSs operate is a closely guarded
industry secret, but we can glean that a site’s reputation is built on a number of
factors including:
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Reputation of domain name;
Volume of links into your site (including the reputation of their domain
names);
Keyword alignment from domain name through to page content;
Relevancy of keywords;
Volume of traffic to your site;
Age of site;
Domain name country code;
Rate of increase in page links to your site;
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Figure 1: e-Marketing Process
Common Business Objectives
Every higher education institution should aim to drive traffic to its website, and
 To make every ‘product’s’ (e.g. course, research group) web page a ‘landing’
page for search engines
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To make hyperlinks with reputable directories, professional bodies and
industry web sites
To appear in the top 20 search list for top 5 search engines for targeted
keywords
The Solution
To increase the reputation and attraction power of a website, it is necessary to
formulate and implement a number of simple rules and established actions.
Search Engine Optimisation and search registration strategies are focused on
producing organic traffic to your website and increasing site reputation.
Increasing site reputation can take a considerable amount time. Search Engine
Optimisation actions include:
 Identifying keywords and determine keyword effectiveness and search
volume;
 Tailoring the meta detail of products around a minimum of 5 keywords.
Registration actions include:
 Each course having a comprehensive listing in the major directories;
 All relevant directory sites being targeted;
 Comprehensive listings in general and local directories being pursued;
 Specialist sites being identified and a registration sought for each subject.
Software such as IBP and Arelis could be used to assist with the process. This
will make most of this process semi-automatic.
Pay Per Click advertising allows you to attract immediate high volume global
traffic. eMail marketing allows you to engage with the potential market with a
tailored reinforcing message. With email marketing you can either generate your
own lists or buy this service from a media company. For pay-per-click (PPC) the
following approaches could be used:
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Target PPC programmes that are syndicated to the major search engines;
Seek ‘First mover advantage’ with evolving PPC programmes;
Develop low cost bid management strategies;
Calculate Return On Investment for each keyword and amend bidding
strategies accordingly;
Adopt a click fraud policy.
PPC actions include:
 Identify high volume keywords;
 Develop campaigns to obtain a top 10 listing per top 10 searched keywords in
Google, Yahoo Search Marketing, and Miva;
 Tailor campaigns for each geographic region, including language specific
keyword development;
 Make adverts clear and unambiguous;
 Align advertising on the institution’s homepage with prominent PPC
campaigns.
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